User Account Reports 

The User account reports section will provide you with consolidated information on every user of your organization. User account reports will give you extensive information on each user such as their last login time, email protocols enabled or disabled status, email groups a user is part of, storage used, and more.

Accessing User Account Reports

  1. Login to Zoho Mail Admin Console.
  2. On the left pane, click on the Reports section.
  3. The Admin Reports page will open in a new tab.
  4. Click on the User account reports section from the left pane.
  5. Click on the drop-down to view the list of all reports under User account reports and select the necessary report from the available reports.

Available Reports 

The list of all the reports available under User accounts reports is listed below,

User summary report:

  1. The user summary report displays the following information.
    • Name/ Email - Mentions the user name and the mailbox address of the user.
    • Last login time - Mentions the last login date and time of the user and also shows the new users who have never logged in.
    • TFA status - Mentions if Two Factor Authentication of the user is enabled or disabled.
    • User status - Mentions if the user's status is active or inactive.
    • Group memberships - Lists the addresses of groups the user is part of.
    • Role - Mentions whether the user is a Zoho Mail Member/ Administrator/ Super Administrator.
  2. You can export your data as a CSV file for any analytical purposes using the Export option available. Also, you can choose to export with any additional fields and encrypt the file with a password.
  3. Click on the Filter option on the top pane to filter the report data on the basis of Role, User status or Plans.
  4. Use the search bar available in the top pane to narrow down your data by name or email. 
  5. Click on any user to see more detailed information about the user like,
    • Account information- Displays the account creation time, last login time, last password time and timezone.
    • Mailbox actions- Displays whether Exchange ActiveSync, IMAP access, POP access, and incoming and outgoing actions are enabled or disabled.
    • Contact information - Displays the address and mobile number.

Blocked user summary

  1. The blocked user summary report displays the following information,
    • Name/ Email - Mentions the user name and the mailbox address of the user.
    • Blocked on - The time frame along with the date and time at which the users were blocked is shown.
    • Type - The Incoming/ Outgoing emails, POP/ IMAP access to the users, and Web access to mail that are blocked for users will be listed.
    • Details - The description of the reason why the accounts are blocked will be shown.
  2. Use the search bar available in the top pane to narrow down your data by name or email.
  3. Click on any user to see more detailed information about the user like account information, mailbox actions, contact information and more.

Storage details

  1. The Storage details report displays the following information,
    • Graphical chart - Displays the data storage of 10 users with the most data.
    • Name/ Email - The names and email addresses of the users in the organization.
    • Storage limit | Basic + Add on (GB) - The overall storage available for a user in terms of GB and the split between the Basic and Addon plan (if any) in terms of GB.
    • Used storage (GB) - The overall storage—combining Mail, Retention, and Backup—is used by a user in terms of GB.
    • Mail (GB) - Mentions overall storage used by a user in Zoho Mail.
    • Docs (GB) - Mentions overall storage used by a user in Zoho Docs.
    • Retention (GB) - Mentions overall storage used by a user in email retention.
    • Backup (GB) - Mentions overall storage used by a user in email backup.
    • Used storage(%) - The overall storage used by a user in percentage with respect to their storage limit.
  2. To refresh the data of any user, hover over the used storage details of that user and click on the Refresh icon.
  3. To export the storage details report, click on the Export option in the top pane and select whether you want to export the table or the chart from the option available. 
  4. Click on the Filter option on the top pane to filter the report data on the basis of,
    • Size used-  When this filter is enabled, the graph also changes and displays the data of users who have used a certain size of data applied in the filter.
    • Users with Addons- When this filter is enabled, the graph also changes and displays the data storage of users with Addons. Click on the storage GB near each user to see the Addon details. ​ ​
  5. Use the Search bar available in the top pane to narrow down your data by name or email.
  6. When you click on any user, you'll be redirected to the storage section of that user in the Admin Console where you can modify the storage configurations.

Protocol status details 

  1. The Protocol status details report displays the following information,
    • Exchange ActiveSync - Mentions if ActiveSync is enabled/disabled for a user.
    • POP access - Mentions if POP access is enabled or disabled for a user.
    • IMAP access - Mentions if IMAP access is enabled or disabled for a user.
    • SPAM check - Mentions if Spam check is enabled or disabled for a user.
    • Incoming - Mentions if Incoming access is enabled or disabled for a user. 
    • Outgoing - Mentions if Outgoing access is enabled or disabled for a user.
  2. To export the protocol status report, click on the Export option in the top pane and you can choose to encrypt your file with a password to prevent unauthorized access to your data.
  3. Click on the Filter option on the top pane to filter the report data on the basis of accesses enabled for a user such as POP/IMAP access, incoming/outgoing access etc., you can also find the Active filter in the top pane next to the search bar.
  4. Use the Search bar available in the top pane to narrow down your data by Name / Email.

Protocol Access Details

  1. The Protocol access details report displays the following information,
    • Web browser - Mentions the user's last login time and date via a web browser.
    • POP access - Mentions the user's last login time and date via POP.
    • IMAP access - Mentions the user's last login time and date via IMAP.
    • SMTP - Mentions the user's last login time and date via SMTP.
    • If the user has never configured any of the protocols, you will see the Never accessed tag.

  2. To export the protocol access details report as a CSV file, click on the Export option in the top pane and you can choose to encrypt your file with a password to prevent unauthorized access to your data.

  3. Use the Search bar available in the top pane to narrow down your data by Name / Email.

External From Addresses

  1. The External From Addresses report displays the following information, click on each user in the report to see more detailed information.​
    • Name, Email address, and the number of external addresses configured by the users.
    • From address - The external From address of the users.
    • Verified status - The verification status of the external From address will be shown.
    • Server name and Server port - The server name and server port through which the external From address has been configured will be listed.
    • Connection type - The connection type of the server name and port of the external From address will be shown.
    • Reply to - The reply to an email address if there's any will be listed here.
  2. To export the external From addresses report as a CSV file, click on the Export option in the top pane and you can choose to encrypt your file with a password to prevent unauthorized access to your data.
  3. Use the Search bar available in the top pane to narrow down your data by Name /Email.

Forwarding summary 

  1. The forwarding summary report only lists the users who have configured a forwarding list. The report consists of the following information,
    • Name/Email - Mentions the user who has configured a forwarding list.
    • Internal forwards - Mentions the internal email address (part of your organization) configured by the user for email forwarding.
    • External forwards - Mentions the external email address (not part of your organization) configured by the user for email forwarding.
  2. You can also see if the forwarding emails are Active or Inactive with the Enabled or Disabled tag. You can also know if an email address is unverified with the Not Verified tag. The tooltip shows the number of emails configured, hover over the tooltip to see all the forwarding emails.
  3. To export the forwarding summary report as a CSV file, click on the Export option in the top pane and you can choose to encrypt your file with a password to prevent unauthorized access to your data.
  4. Click on the Filter option on the top pane to filter the report data. You can also find the Active filters in the top pane next to the search bar.
  5. Use the Search bar available in the top pane to narrow down your data by Name /Email.
  6. When you click on any user, you'll be redirected to the email forwarding settings section of that user in the Admin Console where you can modify the settings.

Recently created

  • The Recently created report displays the following information,
    • Name/Email - Mentions the recently added user's name and mailbox address.
    • Created on - Mentions the date and time the user account was created.
    • TFA status - Mentions if Two Factor Authentication of the user is enabled or disabled.
    • User status - Mention if the user is an active or inactive user.
    • Click on each user to see more information about the user like account information, mailbox actions, contact information and more.
  • Click on the Date filter to select the time period for which you want to see the report.
  • To export the recently created report as a CSV file, click on the Export option in the top pane and you can choose to encrypt your file with a password to prevent unauthorized access to your data.
  • Use the Search bar available in the top pane to narrow down your data by Name /Email.

Recently deleted

  1. The Recently deleted report displays the following information,
    • Name and Email - The name and email addresses of the users whose accounts have been deleted are displayed.
    • Performed by - The name of the person who deleted the user accounts will be shown.
    • Deleted on - The date on which the accounts have been deleted will be listed.
  2. Click on the Date filter to select the time period for which you want to see the report.
  3. To Export the recently deleted report as a CSV file, click on the Export option in the top pane and also you can choose to encrypt your file with a password to prevent unauthorized access to your data.
  4. Use the Search bar available in the top pane to narrow down your data by Name /Email.

Out of office 

  1. The Out of office report displays the following information,
    • Name/ Email- Mentions the user who has configured an out of office response.
    • Duration - Mentions the duration for which the user was out of office response was configured
    • Subject - Mentions the subject of the out of office response.
    • Sent to - Mentions the list of users for whom the response was sent.
  2. To export the Out of office report as a CSV file, click on the Export option in the top pane and also you can choose to encrypt your file with a password to prevent unauthorized access to your data.
  3. Use the Search bar available in the top pane to narrow down your data by Name /Email.
  4. If the user has configured one or more accounts, the primary email address will be displayed with a star notation.

ActiveSync access

  1. The ActiveSync access report displays the following information,
    • Name/ Email - The name and email address of the users who have enabled ActiveSync will be listed.
    • Device and Device ID - The type of device and the device ID which is a distinctive number associated with a smartphone. Device IDs are among one the easiest ways to identify mobile users.
    • Last accessed time and Created time - The time at which the ActiveSync access has been enabled and the last access will be shown.
  2. To export the ActiveSync access report as a CSV file, click on the Export option in the top pane and also you can choose to encrypt your file with a password to prevent unauthorized access to your data
  3. Use the Search bar available in the top pane to narrow down your data by Name /Email.

ActiveSync apps

  1. The ActiveSync apps report displays the following information,
    • Name/ Email - The name and email address of the users who have enabled the ActiveSync access are listed along with the applications (Email, Calendar, Contact, Notes and Tasks) for which ActiveSync is enabled.
  2. To export the ActiveSync apps report as a CSV file, click on the Export option in the top pane and also you can choose to encrypt your file with a password to prevent unauthorized access to your data.
  3. Use the Search bar available in the top pane to narrow down your data by Name /Email.

Still can't find what you're looking for?

Write to us: support@zohomail.com